CT PIT 2014 Emergency Shelter Project Staff Training

CT PIT 2014 Emergency Shelter Project Staff Training January 2014 Training Power. Point Provided by CCEH CT Coalition to End Homelessness 257 Lawrence St. Hartford, CT 06106 www. cceh. org Think Change • Be Change • Lead Change

CT PIT 2014 Count will be held on: Wednesday, January 29, 2014 Think Change • Be Change • Lead Change 2

Purpose of CT PIT • HUD mandate • Collect data to inform efforts to end homelessness in Connecticut • Help service providers and policy makers to better understand the needs of homeless people and design effective interventions • Develop a consistent methodology for collecting reliable longitudinal data to measure progress towards ending homelessness. Think Change • Be Change • Lead Change

Q: What does an emergency shelter have to do for PIT? A: 1. Submit a bed count 2. Submit a population count 3. Make sure all HMIS data is entered and accurate Think Change • Be Change • Lead Change

Q: How do I submit a bed and population count? A: • Through an online web form. • You will have a login/password • Link will be sent out ~ a week before the count Think Change • Be Change • Lead Change

Q: How do I make sure all HMIS data is complete and accurate? A: • • Run data quality reports beforehand Exit any open clients that are no longer at the program Make sure all questions are answered for all persons Update chronically homeless questions on intake assessment Think Change • Be Change • Lead Change

New to PIT This Year Co. Cs will need to identify the number of beds within projects that are dedicated to veterans and youth. For dedicated youth beds, Co. Cs need to indicate the age group that the beds are dedicated to serve (i. e. , only children under 18, only persons 18 to 24, or persons up to 24). Think Change • Be Change • Lead Change 7

New to PIT This Year Population and Subpopulation Changes Co. Cs will be required to report race, ethnicity, and gender data for all persons counted. Co. Cs will be required to report population data for veteran households. Because Co. Cs are reporting the population data for veteran households the veteran subpopulation requirements have been removed. Think Change • Be Change • Lead Change 8

Completing the Population and Bed Count Think Change • Be Change • Lead Change 9

Population and Bed Count What’s the difference between the Bed Count and the Population Count? BED COUNT: Counting the # of BEDS/UNITS available at your project. The Bed Count takes an ‘inventory’ or shows project ‘capacity’ and ‘configuration’ on the night the Count. POPULATION COUNT: Counting the PEOPLE who stayed at your project on the night of the Count. The Population Count is like a ‘head count’ of people that were residing at each project on the night of the Count. Think Change • Be Change • Lead Change 10

Population and Bed Count Once you are in the PIT database… • Basic information about the program • Verify that the programs you are seeing are yours – and that none are missing • Number of beds/units on-line at the time of the Count • Number of persons by gender, race, and ethnicity Think Change • Be Change • Lead Change 11

Bed Count Represents your projects capacity, it is the Inventory of the number of beds / units available on the night of the count - whether or not they are occupied. If your project’s configuration of beds/units changes over time or due to need, the Bed Count should reflect the configuration of your program ON THE NIGHT OF THE COUNT Think Change • Be Change • Lead Change 12

Reporting Program Info Reporting Target Populations A population is considered a "target population" if at least three-fourths (75 percent) of the clients served by the project fit the target group descriptor. Projects that do not target specific populations or that have opted not to track Target Population A may leave this data field blank Target Population B designation is used if your project serves only DV or HIV/AIDS sub-populations Think Change • Be Change • Lead Change 13

Bed Count Inventory Type Current inventory (C): Beds and units that were available for occupancy on or before January 31, 2013. New inventory (N): Beds and units that became available for occupancy between February 1, 2013 and January 31, 2014. Inventory designated as ‘New’ should represent an increase in capacity for the project from the previous year. Under development (U): Beds and units that were fully funded but not available for occupancy as of January 31, 2014 Think Change • Be Change • Lead Change 14

Bed Count The number of beds and units available for… A. Households without children: Beds and units are intended for households with adults only. This includes households composed of unaccompanied adults and multiple adults. B. Households with at least one adult and one child: Beds and units intended for households with (at least) one adult and one child. C. Youth Households: Beds and units intended for households composed exclusively of persons… • Only children under 18 • Only persons 18 to 24 or • Persons up to 24. Think Change • Be Change • Lead Change 15

Bed Count Bed Inventory Veteran Bed Inventory: The number of beds that are dedicated to house homeless veterans and their families. Youth Bed Inventory: The number of beds that are dedicated to house homeless youth. Additionally, you will need to identify if the beds are dedicated to serve…. • Only children under 18 • Only persons 18 to 24 or • Persons up to 24. Think Change • Be Change • Lead Change 16

Bed Count Seasonal Beds are available to individuals or families on a predictable schedule at certain times of the year only – you MUST specify the time-frames that the beds are online Overflow Beds/Vouchers are available to individuals or families at peak times of demand can include mats/spaces in shelter & payments for hotel stays Think Change • Be Change • Lead Change 17

Bed Count Which BEDS should NOT be counted? Ø Do not count beds/units that are not specifically designated for homeless people (i. e. Do not count beds/units at mental health or substance abuse programs if they are not designated for homeless people. Also do not count beds/units at DCF funded programs. ) Ø Do not count beds that are not actually available on the night of the count (e. g. beds in development and beds off-line for repairs). Ø Do not count cribs Think Change • Be Change • Lead Change 18

Bed Count Hotel/motel VOUCHERED BEDS Count the # of overflow beds that each voucher provides, not the number of vouchers. Example: If your project gives a motel voucher to a family of four, include four overflow beds in your bed count (not 1 voucher) Think Change • Be Change • Lead Change 19

Population Count A head count of all persons – Adults & Children – staying in your emergency shelter on the night of the count Think Change • Be Change • Lead Change 20

Population Count A. Persons in households with at least one adult and one child. This category includes households with one adult and at least one child under age 18. B. Persons in households without children. This category includes single adults, adult couples with no children, and groups of adults. C. Children Only Households D. Veteran households with and without children. Think Change • Be Change • Lead Change 21

Population Counting people sheltered through a hotel/motel voucher Count the number of people that each voucher is providing for, not the number of vouchers themselves. Example: If your program gives a motel voucher to a family of four, include those four people in your ‘Households With Children’ count (not 1 voucher) Think Change • Be Change • Lead Change 22

Collecting Client Demographics Think Change • Be Change • Lead Change

Collecting Client Demographics For emergency shelters… collecting client demographics = doing your everyday shelter intake in HMIS Think Change • Be Change • Lead Change 24

Collecting Client Demographics GET PREPARED NOW. Emergency shelters: Run your E 800 in ART Every single data point should be at a completion rate of 95% or higher. Think Change • Be Change • Lead Change 25

Collecting Client Demographics Who uses paper surveys to collect client demographic data? Identify your shelter projects from the three categories below: 1. Those that use HMIS 2. Those that do not use HMIS, and serve any homeless person who comes to the door 3. Those that do not use HMIS, and ONLY serve DV, or youth population Category 1: Client demographics will be pulled from HMIS. NO paper surveys here. Category 2: Client demographics are not captured. NO paper surveys here. Category 3: Adult clients are to complete a paper survey on the night of the count. Think Change • Be Change • Lead Change 26

Wrap-Up Questions? Comments? Brian Roccapriore, Director of HMIS and Strategic Analysis 860 -721 -7876 x 110 or broccapriore@cceh. org Think Change • Be Change • Lead Change 27